Effective Date: April 01, 2026
Help Now Haven Inc. (“the Organization”, “we”, “us”, or “our”) is committed to protecting the privacy, confidentiality, and security of personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, Ontario legislation including the Personal Health Information Protection Act (PHIPA).
1. SCOPE
This Privacy Policy applies to all personal information collected, used, disclosed, and retained by Help Now Haven Inc. through its website, referral processes, communications, and service-related activities.
2. DEFINITIONS
Personal Information means information about an identifiable individual, including name, contact details, and referral-related information.
Personal Health Information (PHI), where applicable, refers to identifying information relating to an individual’s physical or mental health, care needs, or service requirements.
3. ACCOUNTABILITY
Help Now Haven Inc. is responsible for personal information under its control and has established policies, procedures, and safeguards to ensure compliance with applicable privacy laws.
A designated Privacy Officer is responsible for overseeing compliance with this Privacy Policy.
Access to personal information is restricted to authorized personnel who require such information to perform their duties.
4. INFORMATION WE COLLECT
We collect only the information necessary for our operations and service coordination, which may include:
Name, address, telephone number, and email
Referral and intake information
General information relating to care, support, or placement needs
Information provided through forms, communications, or third-party referrals
Information may be collected directly from individuals or from authorized referral sources.
5. PURPOSES FOR COLLECTION
Personal information is collected, used, and disclosed for the following purposes:
Responding to inquiries and communications
Processing and managing referrals
Assessing program suitability and support requirements
Coordinating placements and services
Communicating with referral partners and service providers
Meeting legal, regulatory, and operational requirements
Information is not used for purposes other than those identified, except where permitted or required by law.
6. CONSENT
Consent is obtained for the collection, use, and disclosure of personal information, except where permitted or required by law.
Consent may be express or implied depending on the nature of the information and the circumstances.
By submitting information through our website or referral processes, individuals consent to its collection, use, and disclosure for the purposes identified in this policy.
Individuals may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice.
7. DISCLOSURE OF INFORMATION
Personal information may be disclosed where necessary and appropriate:
To authorized referral partners, agencies, or service providers
To healthcare or community organizations involved in care coordination
Where required by law, court order, or regulatory authority
Where necessary to protect the safety of individuals or others
We do not sell, trade, or rent personal information.
8. SAFEGUARDS
We implement reasonable administrative, technical, and physical safeguards to protect personal information, including:
Role-based access controls
Secure storage and handling practices
Confidentiality obligations for staff
Protection against unauthorized access, use, or disclosure
9. RETENTION AND DESTRUCTION
Personal information is retained only as long as necessary to fulfill the purposes for which it was collected and to comply with legal, regulatory, and operational requirements.
When no longer required, information is securely destroyed or anonymized.
10. ACCURACY
We take reasonable steps to ensure personal information is accurate, complete, and current for the purposes for which it is used.
11. ACCESS AND CORRECTION
Individuals may request access to their personal information and request corrections where appropriate, subject to applicable legal limitations.
Requests must be submitted in writing and will be responded to within a reasonable timeframe.
12. LIMITING COLLECTION
We limit the collection of personal information to what is necessary for identified purposes and do not collect information indiscriminately.
13. LIMITING USE, DISCLOSURE, AND RETENTION
We do not use or disclose personal information beyond identified purposes except with consent or as permitted or required by law.
14. OPENNESS
Information about our privacy practices is available through this Privacy Policy and upon request.
15. WEBSITE INFORMATION
Our website may collect limited technical information such as IP address, browser type, and usage data for security, analytics, and operational purposes.
16. COOKIES
Our website may use cookies or similar technologies to improve functionality. Users may adjust browser settings to manage cookie preferences.
17. THIRD-PARTY LINKS
Our website may contain links to external websites. We are not responsible for the privacy practices of third-party sites.
18. BREACH RESPONSE
In the event of a privacy breach, we will take appropriate steps to contain, assess, and respond in accordance with applicable legal requirements, including notification where required.
19. COMPLAINTS
Individuals may direct any privacy-related concerns or complaints to our Privacy Officer.
If concerns are not resolved, individuals may contact the Office of the Privacy Commissioner of Canada.
20. LIMITATION OF LIABILITY
While we implement reasonable safeguards, no method of transmission or storage is completely secure. We cannot guarantee absolute security.
21. POLICY UPDATES
This Privacy Policy may be updated periodically. Updates will be posted with a revised effective date.
22. CONTACT
For questions, requests, or concerns regarding this Privacy Policy:
Privacy Officer
Help Now Haven Inc.
Email: info@helpnowhaven.ca
Phone: 905-928-0999